Introduction
In your platform, you can create customized Terms and conditions for your users to accept when registering or logging into the platform. You can also create and assign specific Terms and conditions to specific domains, for those using Docebo’s Extended enterprise app.
Furthermore, Terms and conditions can be versioned, so you can create a new version of the same Terms and conditions when certain terms have been modified or updated. Your platform tracks all versions of the Terms and conditions, and whether each user has agreed to, rejected or not yet answered to each version of the Terms and conditions. As the Superadmin, you can create and view reports related to your Terms and conditions as well.
By default, Terms and conditions are not activated in new platforms, meaning that users will not have to agree to them in order to access their platform. For those that were using the language key in the localization tool (Module: privacy_tos/Phrase: _TERMS_AND_CONDITIONS) to create Terms and conditions for your learners purchasing courses via the platform’s E-Commerce app, refer to the Questions and answers article to learn how to manage the transition to the newer Terms and conditions functionality.
When requested to provide consent to the Terms and conditions, users can choose a language different from the one you selected for them, among the platform’s active languages. If the language they select while reading the policies is different from the language selected in their My profile area, once they access the platform, the language will be reset to the language set in their My profile area.
This article outlines how to activate and manage the Terms and conditions if your platform uses a single domain (any platform that is not using Docebo’s Extended enterprise app). Customers using the Extended enterprise app can learn how to manage Terms and conditions for their subdomains by referring to the article for the Extended enterprise app.
Terms and conditions vs. Privacy policy
Your platform has both a Privacy policy and Terms and conditions that Superadmins can configure and all learners must accept if they are activated. While the configuration process is nearly identical, consider them as two separate functionalities that serve two different purposes that can work together to ensure that your learners are provided with all of the legal and policy-related information before using the platform.
The Privacy policy should cover the legal language on the data that you record (such as material viewed in the platform or the number of times a user attempts to take a test) and how you manage it.
On the other hand, the Terms and conditions should outline the rules and guidelines that learners should respect in order to use the learning platform (such as not uploading informal learning assets related to specific subjects). Terms and conditions should primarily focus on informal learning and e-commerce, so learners know which rules to follow when asking questions to experts, uploading assets, writing comments on assets, and purchasing courses or learning plans in the platform.
When learners log into their learning platform for the first time, when they self-register into the platform for the first time, or when they log in again for the first time after you’ve updated the Privacy policy or Terms and conditions, they will always be prompted to accept the most recent version of the Privacy policy or Terms and conditions (or both, depending on what you’ve updated).
Checkboxes with links to both sets of content appear in the login or registration form, or just after logging into the platform, for those that had already accepted an older version of either one. Learners will also find a link to the Terms and conditions in their shopping carts and on the Share content page in their platforms.
Activating the Terms and conditions
In order to manage Terms and Conditions, log into your platform as the Superadmin. Access the Navigation menu, then press the Platform setup and tools item, then click the Advanced settings subitem. Now, access the Users tab. In the Options section, flag the Terms and conditions MUST be accepted option and press Save.
Please note: If this option is not enabled, you are still able to access the Terms and conditions configuration area in your platform, and you can create and manage Terms and conditions, but it will not appear to your users on the login or registration page of the platform. You may want to keep this option disabled as you draft your Terms and conditions, then activate it after publishing the first version in your platform.
Creating the Terms and conditions
To create Terms and conditions for the first time, access the Navigation menu, then press the Platform setup and tools item, and click the Terms and conditions subitem. On the main Terms and conditions page, there are three tabs at the top: Settings, Preview and Versioning.
When you first draft your Terms and conditions, all of your work will be done in the Settings tab. Find any later Terms and conditions versions that you create in the Versioning tab. If you want to preview how your Terms and conditions will look for learners before saving it as a new version, you can switch to the Preview tab at any time before pressing Save changes.
In the Settings tab, begin in the Terms and conditions content section. You need to create the Terms and conditions in your platform’s default language. Provide a title, a title message (this is the acceptance message that your users will see), and the text body of the Terms and conditions.
In the text body, you can format and stylize the text as desired. Additionally, you can add PDF files into the body of the text by pressing the Attach files button in the text formatting bar. Note that your platform does not track whether learners click on the link to the file or download the file, but the Versioning functionality in your platform ensures that the version of the file that is served to the end user is always the right historical one.
Once you’ve completed all of the required fields, you can press Save changes to publish this version of the Terms and Conditions for your users.
Creating Terms and conditions in multiple languages
When creating or updating Terms and conditions, you can create the same version of the content in multiple languages using the multi-language selector tool. Learn more about this tool.
Please note that when you’re creating or editing Terms and conditions in the platform’s default language, the default language fields are mandatory. However, when adding content in a language that is not the default language, the fields are not mandatory. Therefore, if you do not populate a field in one of the additional languages, that field will appear to users in the default language instead of appearing blank.
For example, if your default language is English, you must fill out every field of the Terms and conditions in English. If you then create content of the same version in French but you do not fill out the acceptance message, learners with their platforms set in French will see the acceptance message of their Terms and conditions in English.
Any time that any field of the Terms and conditions is updated in any language, a new version is created. Versioning for Terms and conditions is at a global language level, not localized to individual languages. Therefore, you cannot have Terms and conditions with 3 versions in English and 7 versions in French.
Once you update any fields and press Save changes, a new version is created for all languages. Therefore, when you are updating Terms and conditions, be sure to update the content in all necessary languages before pressing Save changes. Refer to the following section to learn more about versioning.
Updating Terms and conditions and managing versions
Once you’ve created Terms and conditions, any of the fields can be updated, which will automatically create a new version. All versions can be found in the Versioning tab. Any time a new version is created and published, all users must re-accept the Terms and conditions upon the next log into the platform.
Versions are at global language level. If you update the content in any language, a new version is created for all languages. Users will have to re-accept it, regardless of their platform language. Therefore, if you’re managing content that is published in multiple languages, you should update any necessary fields in ALL languages before pressing Save changes and creating a new version.
In the Versioning tab of the Terms and conditions, use the sliding bar in the area at the top of the page to see all of the available versions and switch between which version you want to view. For each currently viewed version, you will see the version name, who published that version and the date and time of publication.
Below, you will see the full Terms and conditions version, including all acceptance messages, title, and text. To change the language in which you’re viewing the version, use the Language dropdown menu in the top right corner of the page.
Note on the Text editor
Please note that the text editor embedded in the platform is Froala, refer to the Froala knowledge base (opens in a new tab) for further information on its usage. Also remember that the rendering of the output of WYSIWYG editors may be slightly different from the input, depending on the CSS rules applied.